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UNITED NATIONS NATIONS UNIES
Office of Internal Oversight Services
Internal Audit Division
MEMORANDUM
REF: AUD/1725/07 14 March 2007
TO: Ms. Patricia Francis
Executive Director
International Trade Center
FROM: Corazon C. Chavez, Officer-in-Charge
Internal Audit Division, Geneva and Nairobi
Office of Internal Oversight Services
SUBJECT: OIOS Audit of Property Management at ITC (AE2006/350/02)
1. I am pleased to submit the final Audit Memorandum Report on the audit of Property
Management at ITC (AE2006/350/02), which was conducted in November 2006 in Geneva by
Ms. Gloria Irvin, Ms. Sophie Deflorin and Mr. Stefan Helck.
2. The main audit results were discussed with the Chief, General Services and Procurement
Section, during the Exit Conference held on 26 January 2007. A draft of the report was shared
with ITC on 23 February 2007, whose comments which were received on 13 March 2007, are
reflected in this final report.
3. I am pleased to note that ITC has accepted the audit recommendation contained in this
final report. I would appreciate if you could provide me with an update on the status of
implementation of the audit recommendation not later than 31 May 2007. This will facilitate
the preparation of the twice yearly report to the Secretary-General on the implementation of
recommendations, required by General Assembly resolution 48/218B. In accordance with
General Assembly resolution A/RES/59/272, the Secretary-General should ensure that the final
audit report in its original version is, upon request, made available to any Member State who
may make it public.
4. Please note that OIOS is assessing the overall quality of its audit process. I therefore
kindly request that you consult with your managers who dealt directly with the auditors,
complete the attached client satisfaction survey form, and return it to me under confidential
cover. Thank you for your cooperation.
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I. INTRODUCTION
5. The Office of Internal Oversight Services (OIOS) conducted an audit of Property
Management at the International Trade Center (ITC) in November 2006. The audit was
conducted in accordance with the International Standards for the Professional Practice of
Internal Auditing.
6. The responsibility for property management at ITC falls under the direction of the
Division of Programme Support. The Chief, General Services and Publications Section had
direct oversight of property management. An Inventory Clerk who also serves as the
Executive Directors' driver carried out the day-to-day operations of property management
and inventory control.
7. Property is categorized as either expendable or non-expendable. Non-expendable
property with individual acquisition cost of at least $1,500 is required to be reported on the
financial statements. As of December 2005, the value of property at ITC was $2.1 million.
From 1 January 2006 to 31 November 2006, ITC wrote off property valued at $828,000 and
purchased property valued at $827,000.
II. AUDIT OBJECTIVES
8. The major objective was to determine if ITC had adequate controls over property to
provide reasonable assurance that ITC assets were safeguarded, properly accounted for,
tracked and monitored in accordance with UN policies and procedures. Specifically, we
determined if:
(i) ITC had adequate controls over its inventory, and if those controls were
functioning as intended
(ii) ITC conducted periodic physical inventory in accordance with prescribed policies
and procedures; and
(iii) ITC had adequate procedures for the write-off, sale, or disposal of property as
well as procedures for lost, stolen or damaged items.
III. AUDIT SCOPE AND METHODOLOGY
9. The audit consisted of a preliminary audit of ITC property management and a limited
review of each aspect of property management. Using sampled data, the audit assessed the
reliability of data contained in the automated system for property management, and
determined if adequate controls were in place to provide reasonable assurance that assets
were safeguarded and that property reports were complete and correct. The auditors reviewed
ITC records, supporting documentation, and files for the calendar year 2005 and the period
January to November 2006. As a result of the review, OIOS did not believe that it was
necessary to conduct a more in-depth audit of ITC property management.
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10. OIOS auditors reviewed existing policies and procedures and reports generated from
the property control systems and conducted discussions with staff involved in procurement,
financial management, general services and receiving functions, as well as members of the
Property Survey Board (PSB). In addition, the auditors reviewed property management
reports, minutes of the PSB, and discussed the ITC insurance policy and coverage. The audit
team compared the ITC property management policies and procedures with those established
at United Nations Headquarters in New York. The audit did not include an assessment of the
automated system.
IV. FINDINGS AND RECOMMENDATION
Overall assessment
11. Overall, OIOS found that controls over property records were complete and assets
were safeguarded. The Chief, General Services and Support Division assigned the day-to-day
responsibility for property and inventory management to the Executive Director's driver, who
also serves as the Inventory Clerk. The Inventory Clerk was responsible for carrying out all
aspects of property management at ITC and maintained supporting documentation and
updated the property control system for field offices. In addition, two ITC messengers served
as backups to the Inventory Clerk and have access to the automated inventory control system.
12. ITC generally operated in compliance with ST/AI/2003/5. Property was recorded in
the automated system in a timely manner, bar coded, and field property was included in the
automated inventory system. The PSB conducted meetings as necessary and considered
actions regarding property disposition (disposal/write-off, or sale of obsolete property),
reviewed reports on lost, stolen, or damaged property and considered property for sale, and
conducted physical inventory annually.
13. The ITC "Guidelines for Property Management Control" include the requirements of
ST/AI/2003/5 with the exception of the designation of a Property Records Custodian (PRC)
in different divisions and offices. Given the size and nature of operations of ITC, OIOS
believes that the designation of PRCs would not necessarily enhance or improve the current
process, as the Inventory Clerk and back-up staff have assumed the functions of the PRC. In
addition, ITC requires that staff complete and sign forms for borrowed and returned property,
or for damaged property. ITC also requires employees to submit police reports when
appropriate for property that was lost or stolen.
Users' responsibility for property damages, loss, theft or liability to third parties
14. OIOS noted two items that needed revision in the ITC Guidelines: First, ITC should
correct the statement regarding user responsibility. Paragraph 1, Section O of the Guidelines
state, "Users shall be responsible for any damages, loss, theft or liability to third parties..."
OIOS believes this may have been an oversight, since staff members or authorized users
should not be held liable for third party damage while on official duty if it is proven that the
staff member or user has exercised due care in his or her use of the property. Second, ITC
needs to provide the effective date of the Guidelines.
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Recommendation:
The Chief, General Services and Procurement Section, should
consult their legal advisors on the appropriateness of the language in
the first sentence of paragraph 1, Section O of the ITC Guidelines
Property Management Guidelines, "Users shall be responsible for
any damages, loss, theft or liability to third parties..." The
Guidelines should also include its effective date. (Rec. 01)
15. ITC accepted the recommendation and stated that they would amend the
Guidelines accordingly. OIOS will record the recommendation as implemented
upon receipt of a copy of the relevant revised portions of the Guidelines.
Attachment: Client Satisfaction Survey Form
cc: Ms. E. K. Murray, Director, Division of Progremme Support, ITC
Mr. J. Childerley, Chief, Oversight Support Unit, Department of Management, United
Nations (by e-mail)
Mr. R. Bellin, BOA, France (by e-mail)
Mr. M. Tapio, Programme Officer, OUSG, OIOS (by e-mail)
Ms. G. Irvin, Auditor-in-Charge, IAD, OIOS (by e-mail)
Mr. J. Boit, Auditing Clerk, IAD, OIOS (by e-mail)
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